Archiving system for any type of files

Customer-focused product management, professional service, fast response times in sales and distribution, and swift administrative processes are only possible with unlimited access to a wide range of information. This can be provided by an efficient archive system which is not only simple in terms of data input but is also user-friendly in terms of search processes and management. IMR will help you to set up a document management system which is tailored exactly to your requirements - from scanning in existing paperwork or transferring data to other storage media right through to installing links to your existing systems.

An archive should be a working filing system, a store of information and important business transactions to which every authorised member of staff has rapid access. Rows upon rows of old documents up to DIN A0 size can be stored in paper archives which are virtually impossible to organise into any standardised system. It costs time and money for a member of staff to walk to the filing system and there are no guarantees that things will be put back where they belong (or even put back at all). Companies may have policies in place or there may be official regulations which dictate that files must be stored for many years, such as bookkeeping documents and files from other accounts departments. It is important to take account of the growing body of legislation, with the Sabanes-Oxley Act, EuroSOX, compliance law and product liability law constituting just some of the reasons why documents need to be filed for long periods of time. As a result, the archives grow and it takes longer and longer to find individual documents. Thankfully, since the arrival of document management systems, more recent documents are stored in electronic form, but the mixed media archives which are generated in this way need a great deal of organisation and management.
 
Old or new? Synergy is the watchword

The IMR file digitisation service will provide you with all the options. Our services begin where your files and documents are actually stored. This may be on your shelf. We pick up your documents, digitise and index each individual document to your specifications and provide them in the required format at the correct interfaces for further processing in the document management system. Old and new files will be combined and brought together in a standardised form. They will therefore be accessible to authorised users at any time. The IMR service also boasts many features over and above standard practices. We can, for example, guarantee the input of all different sizes of documents, even documents which are stapled or stitched together and with any photographs - keeping the documents in the original order in any given case. Colour scans are possible up to DIN A0 size. OCR technology is used to scan the full textual content, e.g. in PDF format, for direct searches. Other file formats are also possible, such as TIFF G4, JPEG, PDF, PDF/A including full text. You can also have the documents individually indexed, if required, which is useful later for automated searches, e.g. with file type, document type, scan date or to other individual specifications. The more indexes you have, the further you can extend the searches at a later date. Finally you choose your storage criteria. The documents can be destroyed in a certified shredding process or put back on the shelf, or else you can choose one of our alternative storage options.
 
Cost-effective DVD-based search system

Alternatively IMR can provide you with a cost-effective DVD-based search system. This system allows you to do searches and reproductions of smaller volumes - approximately 80,000 DIN A4 pages per DVD.  The documents and images stored and indexed on the DVDs can be easily migrated to other archive systems at any time.

PDF/A for long-term archiving conforming to ISO standard

Last year the International Organization for Standardization (ISO) approved PDF/A as the standard file format for digital preservation. This will give companies and public authorities the certainty of knowing that the documents which they archive using this format will remain the same over a long period of time - and will do so irrespective of the applications and systems with which they were written.
PDF/A is the ISO 19005-1 standard for long-term preservation in PDF format. It is a constrained version of PDF, a standardised subset of PDF used for long-term archiving. The syntax specification goes into detail regarding permissible and prohibited content. These prescriptions and other stipulations are intended to guarantee that the documents will be legible for a long time to come. Recognised experts are assuming that the ISO standardisation will very quickly raise the profile of PDF/A format and that it will not be long before PDF/A format replaces TIFF format - if for no other reason than its full-text search capability.
 
Extremely small files, with or without full-text recognition

The LuraDocument file format "JPM" is the world's first implementation of the new ISO standard JPEG2000 Part 6 for the compression of scanned colour documents containing both bitonal elements (text, technical drawings) and images. Text and image components are segmented and compressed separately, each with the optimal algorithms. The bitonal layer is stored in Group 4 fax format in a lossless process while the foreground and background layers are compressed using the JPEG2000 standard. The result is excellent text and image quality combined with extremely small file sizes.
The LuraDocument file format "JPM" is particularly suitable for use in document management systems (DMS) and geographic information systems (GIS).
 
Free real-time test

We will gladly show you round our computer centre in Kirchheim and demonstrate the data input process for you, using example documents and target index values, and show you the potential end results with no obligation. We will then be pleased to give you an individual quotation.